The Nation's Premier Autism and Disabilities Conference

November 14-16 | Columbus, OH

November 14-16 | Columbus, OH

The Nation's Premier Autism and Disabilities Conference

AV RFP


Hall D Stage

OCALICON 2018 A/V RFP

The OCALICON 2018 A/V RFP closed on Monday, May 21. Thank you to all who submitted a proposal. We will be in touch!


OCALI seeks a proposal and quote for an Audio Visual (A/V) Equipment and Services provider for OCALICON 2018, November 13-16, 2018.

 Equipment and services to be provided include:

  • A/V equipment and services for Tuesday, November 13, invitation-only leadership events
  • A/V equipment and services for Wednesday, November 14, Special Education Leadership Institute Welcome/Kickoff
  • A/V equipment and services for Wednesday, November 14, Summit on Sensory Disabilities
  • Backdrop, staging, A/V production/recording, and lighting for Wednesday and Thursday Keynote Sessions and Friday Featured Sessions held in Hall D
  • Standard room set for approximately 18 breakout rooms in B-Pod, C-Pod, D-Pod, and Short North Ballroom AB
  • Additional A/V equipment as needed or required
  • Tech support/personnel for production and troubleshooting

Complete details are included in the OCALICON 2018 A/V RFP


Key Dates and Deadlines

Monday, May 7, 2018 | Release of RFP - A/V Equipment and Services Provider

Monday, May 7 - Monday, May 14, 2018 | Inquiry Period – Questions due by 4:00 pm EDT , Monday, May 14

Monday, May 21, 2018 | DEADLINE – All responses to RFP due by 4:00 pm EDT

Wednesday, May 30 - Thursday, May 31, 2018 | Optional finalist interviews

Wednesday, June 6, 2018 | RFP award announced


Submission

Email electronic copies of completed responses and all necessary attachments to:

Nathan Ticknor, Fiscal and Projects Coordinator

A print version may also be U.S. Mailed or delivered to:

OCALICON
2018 A/V RFP
470 Glenmont Ave.
Columbus, OH 43214

Note: Preference will be given to Ohio-based businesses or businesses located outside Ohio but with a local office.

 

Questions Received During Inquiry Period

Is there an AV staging area, storage and office rooms?

ONLY HALF OF HALL D SPACE IS USED FOR OCALICON, SO THERE IS AMPLE ROOM BEHIND THE STAGE FOR EQUIPMENT/CONTAINER STORAGE. OCALI WILL DESIGNATE THE HALL D SHOW OFFICE AS LOCKABLE STORAGE FOR THE A/V PROVIDER. NO ADDITIONAL OFFICE ROOMS ARE AVAILABLE OR PROVIDED.

Please advise on table layouts, seating and room orientation for all rooms.

ROOM SETS ARE A MIX OF CLASSROOM, BANQUET, AND THEATER. LAYOUT AND ORIENTATION ARE TBD AT THIS TIME BUT ARE TYPICALLY SET WITH THE PRESENTER/HEAD TABLE SET OPPOSITE OF THE ROOM ENTRANCE, ALONG THE BACK WALL ADJACENT TO THE SERVICE HALLWAY.

Are there any auxiliary events that may need AV support? Receptions, dinners, etc.

THERE ARE NOT CURRENTLY ANY AUXILIARY EVENTS THAT REQUIRE AV SUPPORT. ADDITIONAL EVENTS MAY BE ADDED LATER THIS SUMMER OR EARLY FALL.

Are supplied computers HDMI, VGA or other?

PRESENTERS WILL USE THEIR OWN COMPUTER WHICH MAY BE A COMBINATION OF HDMI, VGA, AND OTHER CONNECTIONS. A/V COMPANY SHOULD PROVIDE LCD PROJECTORS WHICH CAN SERVE AT A MINIMUM BOTH HDMI AND VGA CONNECTIONS.

Are the House Sound Patch and Rigging fees being billed directly to OCALI?

YES. HOUSE SOUND PATCH AND RIGGING FEES ARE BEING BILLED DIRECTLY TO OCALI.

Are hotel rooms for Technicians being provided for by OCALI?

OCALI HAS NOT BUDGETED NOR ARRANGED FOR A/V PROVIDER TECHNICIAN HOTEL ROOMS. IF NEEDED OR REQUIRED, PLEASE INCLUDE HOTEL ROOM CHARGES AS PART OF YOUR OVERALL QUOTE.

Who is your live stream provider? Please provide contact information to determine equipment/feed guidelines.

LIVESTREAM IS HANDLED BY OUR IN-HOUSE TEAM. CONTACT LARRY SEXTON.

Any exhibitor AV needs? Can we provide an exhibit order form?

YOU MAY PROVIDE AN EXHIBIT ORDER FORM TO BE INCLUDED IN THE EXHIBITOR SERVICES MANUAL TO BE RELEASED IN JULY 2018.

Please provide logos approved for use in branding by OCALI and OCALICON?

Download OCALICON 2018 Logo Files (ZIP)

What is your budget for this event?

SEE BELOW

If unable to provide a budget, please advise on a budget range for the past three years.

THE OCALICON BUDGET RANGE IS $300,000-$400,000.

Do all breakout rooms (B, C and D Pods) need to be set from 6A-7:30AM before the 8AM sessions begin, or will we have access to those rooms on 11/13 to set?

ACCESS TO THE B, C, AND D PODS IS NOT AVAILABLE ON 11/13.

What room will the Summit on Sensory Disabilities be in and when can we set that room?

THE ROOM FOR THE SUMMIT ON SENSORY DISABILITIES IS TBD BUT WILL NEED TO BE SET FROM 6:00-7:30 AM, WEDNESDAY, NOVEMBER 14.

Please identify how many breakout sessions will have a panel requiring 4 channels of Wireless Microphones?

TWO BREAKOUT ROOMS WILL BE RESERVED FOR PANEL SESSIONS. EACH ROOM WILL REQUIRE 4 WIRELESS LAV MICROPHONES OR ONE FOR EACH PANELIST.

Is the Convention Center providing Sound Systems for breakouts?

YES, HOUSE SOUND WILL BE USED FOR ALL BREAKOUT ROOMS AND IS PROVIDED BY THE CONVENTION CENTER.

Is C160-162 all the combined spaces (both A & B parts)?

YES, C160-162 IS ALL THE COMBINED SPACES – BOTH A AND B PARTS.

In Short North Ballroom AB – is there a reason why you’ve asked for Rear Projection or can we do front?

WE PREFER THE CLEAN LOOK OF REAR PROJECTION IN THE SHORT NORTH BALLROOM AB. YOU MAY RESPOND TO THE RFP WITH FRONT PROJECTION IN SNB AB.

Do you need Audio Systems in any rooms other than Hall D?

NO. SEE BELOW QUESTION ABOUT OPTIONAL RECOMMENDATION FOR SPEAKERS ON STICKS.

What feed for the record - switched or ISO? How many feeds?

SWITCHED. 3-4 FEEDS (RECORD, LIVE CAPTIONING, LIVE STREAMING)

Are the 2 cameras in Hall D for the presenters, or is one of those cameras for the ASL interpreter?

ONE OF THE CAMERAS IS FOR THE ASL INTERPRETER. THE OTHER CAMERA IS FOR THE SPEAKER. ONSITE PRODUCTION SHOULD SWITCH BETWEEN SPEAKER AND SLIDE DECK, AS NEEDED. ASL INTERPRETER SHOULD BE A CONSTANT PIP.

Clarify on background music – use royalty free or do you want to use music that would incur ASCAP/BMI fees?

OCALI PAYS BOTH ASCAP/BMI FEES, SO MUSIC IN EITHER CATALOGUE WOULD BE ACCEPTABLE.

Please clarify what you mean by “side masking drape” – What is this and where do you want it placed? 

PLEASE DISREGARD THE LINE ITEM FOR SIDE MASKING DRAPE. IT WILL BE PROVIDED BY THE GENERAL SERVICE CONTRACTOR, FERN.

Who is providing the interpreters?

ASL INTERPRETERS ARE PROVIDED BY HALLENROSS, LOCATED IN COLUMBUS, OH.

Do you need Assisted Listening Devices in every breakout?

TBD. ASSISTED LISTENING DEVICES WILL LIKELY ONLY BE NEEDED FOR HALL D SESSIONS.

Does the venue have Telecoil capabilities?

WAITING FOR A RESPONSE FROM THE GCCC.

What ADA services are provided by the venue?

WAITING FOR A RESPONSE FROM THE GCCC.

What is the past usage on Assisted Listening devices? How many people use/need it?

TO DATE, WE HAVE NOT RECEIVED ANY REQUESTS FOR ASSISTED LISTENING DEVICES. WE WOULD LIKE A QUOTE FOR SUCH DEVICES IN ORDER TO FULFILL ANY REQUESTS.

Can you please clarify on rooms C150-151, D180-183, D280-284, B130-132, B140-145 – are these rooms being used combined or singles?

STILL IN FLUX, BUT THE BREAKDOWN IS LIKELY AS FOLLOWS:
B130
B131-132
B140-142
B143-145
C150
C151
D180
D181
D182
D183
D280
D281-282
D283-284

If being used as single rooms, is the equipment for these included in the 18 breakout rooms?

THE ABOVE ARE INCLUDED IN THE 18 BREAKOUT ROOMS.

I don’t see any audio amplification in most of the requests. Are we plugging into house speaker systems in each of the rooms except the main event hall / Hall D? Please note the speaker systems in some of the breakout rooms aren’t working very well. I can put one or a pair of speakers on sticks in each room if you prefer the clarity of sound.

WE WILL USE HOUSE SOUND IN ALL OF THE BREAKOUT ROOMS. WE WELCOME YOUR RECOMMENDATION AND QUOTE FOR PLACING SPEAKERS ON STICKS IN BREAKOUT ROOMS.

Should the technician for the NALS and the SELI Leadership meetings be shared? I would prefer to have 1 Technician for each of the larger meetings but I understand the cost constraints.

YES THE TECHNICIAN FOR NALS AND SELI MEETINGS CAN BE SHARED.

Will the C170-C172 and C160-162 be broken up into individual breakout rooms?

THE BREAKOUT ROOMS ARE STILL TBD BUT LIKELY TO BE AS FOLLOWS:

C170-171
C172
C160-161
C162

How Are the B C and D Pod Breakouts split up?

AGAIN THESE ARE STILL IN FLUX AT LIST POINT BUT IS LIKELY AS FOLLOWS:
B130
B131-132
B140-142
B143-145
C150
C151
D180
D181
D182
D183
D280
D281-282
D283-284

Has a room for the Summit on Sensory Disabilities been selected. If so which room and will it already have an AV setup in the room. I would like to add the ASL Projection system or if you select a 60” or 70” monitor to an existing setup for this specific event. I would place the monitor on Stage Left or Stage right in the front few rows and cordon off an area so the hearing impaired/visually impaired have their own area.

THE ROOM FOR THE SUMMIT ON SENSORY DISABILITIES IS TBD BUT WILL NEED TO BE SET FROM 6:00-7:30 AM, WEDNESDAY, NOVEMBER 14. WE WOULD LIKE TO HAVE THE ASL PROJECTION INCLUDED AS PICTURE-IN-PICTURE ON THE ROOM SCREEN AND NOT HAVE A SEPARATE SCREEN NOR BUILD A CORDONED OFF AREA FOR ATTENDEES WITH VISUAL OR HEARING IMPAIRMENTS.

Is this same type of setup (the 60’ or 70” monitor in a cordoned area) preferred for the Main event hall. Hall D. Or would you prefer a large screen and projector for the ASL interpreter in the main event hall?

WE WOULD PREFER TO INCLUDE THE ASL INTERPRETER AS PICTURE-IN-PICTURE ON EACH OF THE MAIN SCREENS IN HALL D.